Files: the shared library, record attachments and Google Drive
Your org's shared file library, attaching files to records, linking Google Drive, the storage quota and file visibility.
One shared library#
Every file in your org lives in a single library. The Files tab shows the same content whichever app you open it from: attachments added to records and files uploaded straight to the library are all listed there.
Scope tabs#
| Tab | What it shows |
|---|---|
| All | Every file you are allowed to see |
| General | Files everyone in the org can see (the default scope) |
| My Private Files | Files only the uploader can see |
| Company Files | Corporate documents uploaded by an admin and visible to everyone |
| Google Drive | File references linked from Drive |
You choose the upload scope from the dropdown in the toolbar as you upload. The Company File option appears only for admins.
Attaching a file to a record#
Every record page has a Files card, offering three routes from its header:
- + Upload File: pick one or several files from your computer.
- From Library: search a file that is already in the org and link it to this record. The same file can be linked to several records; no copy is made.
- Drive: pick a file in Google Drive and link it straight to this record.
The Remove button on a row only breaks the link with this record; the file stays in the library. Permanent deletion happens on the file's own record page. Hovering a file in the list opens a small preview, and the arrow next to it downloads the file straight away; the card also prints the file size and who uploaded it.
Uploading the same file a second time does not create a copy: the system recognizes the existing file and links that one to the record instead, so five versions of the same contract never pile up in the library.
Linking from Google Drive#
- Press Pick from Drive on the Files tab.
- Grant access with your Google account in the authorization window that opens. That window always opens on the main address.
- Select the files you want in the picker.
A file linked from Drive keeps its content in Drive: Ohana360 stores only a reference, so it does not consume your storage quota. The arrow icon next to the name opens the file at the provider. To disconnect, use the Disconnect Drive link on the Google Drive tab: existing file references are not deleted.
The Add Link button does the same by hand: add a Drive, Dropbox, OneDrive or any https address to the library as a file entry.
The storage quota#
- The Org storage strip above the Files tab shows used space, the quota and the file count.
- The same figure appears in the Storage indicator on Setup > System Overview.
- The default quota is 1 GB per org. A single file can be at most 100 MB.
- Only files uploaded into Ohana360 fill the quota; Drive and link references do not count.
List, filters and the file record#
The Files tab is a fully equipped list view: filter and sort by Type, File Source, Scope, Linked Object, Linked Record, Size, Uploaded By and Date. Clicking a file name opens the file's own record page, where you can preview, download, rename it and write posts underneath. You can also fix a file name by double-clicking it in the list.
Who can see which file?#
Admins see an Access Log link under the Files card on a record page, listing who opened which file and when. The full record is in Setup > Audit Log.
Files sent in chat#
Files posted in team chat are stored on the same infrastructure, but their visibility follows channel access and they are not listed in the org library. See the team chat article for details.